Training Records
The Problem
Training records are essential for maintaining workplace health and safety compliance in New Zealand. Yet many worksites face issues like incomplete documentation, expired certifications, and disorganised record-keeping systems. These gaps not only breach WorkSafe NZ obligations but also place workers at risk. Today, we’ll look at how to manage training records effectively to prevent these problems and keep everyone safe.
Identify the Hazards
- Missing or incomplete documentation of safety training.
- Expired certifications leading to non-compliance with WorkSafe requirements.
- Disorganised or outdated record systems that fail audits.
- Failure to update training content in line with current legislation or industry standards.
- No backup procedures in place for secure data retention.
Safety Practices and Preventative Measures
Initial Training Documentation:
- Keep full records of inductions, task-specific training, and equipment certifications.
- Each record should include:
- Date of training.
- Name and qualification of the trainer.
- Topics covered.
- Worker’s signature or electronic confirmation.
- Date of training.
Refresher Training and Recertification:
- Track recurring training needs such as annual site safety refreshers, licence renewals, or updated hazard management protocols.
- Monitor expiry dates and renew ahead of time.
- Keep records of participation and completion.
Competency Verification:
- Record competency assessments for machinery use, working at height, confined space, etc.
- Document supervisor sign-offs and any retraining that was required.
Instructor Qualifications:
- Maintain up-to-date records of trainer qualifications.
- Ensure trainers are competent under WorkSafe NZ expectations and relevant codes of practice.
Assessment Results:
- Document practical and theoretical assessment results.
- Use results to identify knowledge gaps and inform future training needs.
- Record follow-up actions if competency was not achieved.
Training Content and Version Control:
- Track updates to training content, especially when WorkSafe NZ guidance or regulations change.
- Use version control to distinguish current from outdated materials.
Real-Life Case or Scenario
A company in New Zealand was audited and could not produce records for high-risk work licences. The documentation existed but was incomplete and unorganised. As a result, they were issued an Improvement Notice and had to halt work until records were provided. This could have been avoided with a structured training record system.
Employee Responsibilities
- Ensure your training attendance is recorded and acknowledged.
- Report any missing records or training gaps.
- Be aware of certification expiry dates and alert your manager as needed.
Employer Responsibilities
- Provide structured processes to record training and competency.
- Keep training documentation secure, organised, and up to date.
- Regularly review training materials and align them with WorkSafe NZ standards.
Discussion & Questions
- “Have you faced any issues accessing your training records?”
- “What changes would improve our training record system?”
- “Are there any certifications that need to be renewed soon?”
Encourage open discussion about practical improvements.
Commitment/Action Plan
Starting today, let’s commit to checking our training records for accuracy. Supervisors will assist in identifying and correcting gaps. Keeping records up to date helps everyone stay safe and compliant.
Wrap-Up
Training records are not just for audits—they help ensure that every worker is trained, competent, and ready for the tasks at hand. Thank you for your commitment to maintaining a safe and well-documented worksite.
Standards Overview
WorkSafe NZ requires PCBUs to maintain evidence of training and competency under the Health and Safety at Work Act 2015.
- Records must include who received the training, what was covered, when it occurred, and who delivered it.
- Training records must be available for inspection and retained securely.
- Competency for high-risk work must be clearly documented and up to date.
Disclaimer
These toolbox talks are provided for informational and educational purposes only and are not a substitute for professional legal, health and safety, or regulatory advice.
The content reflects recognised best practices and general industry standards as at the date of publication. However, it may not be applicable to all workplace environments or specific operational contexts.
It is the responsibility of the Person Conducting a Business or Undertaking (PCBU), as well as officers, workers, and other duty holders under the Health and Safety at Work Act 2015 (HSWA), to ensure compliance with all relevant laws, regulations, and WorkSafe New Zealand guidance.
The authors, presenters, and distributors of this toolbox talk disclaim all liability for any loss, damage, or injury arising from the use or reliance on the information provided. Users should seek advice from a suitably qualified health and safety professional or legal advisor for guidance tailored to their specific circumstances.
Always follow your organisation’s policies, procedures, and safe work practices to manage risks and maintain a safe and healthy workplace.
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